Executive Assistant to the President and CEO

Job Type

Full-time

Description

Summary

Visit Baltimore is seeking a highly organized, proactive and professional Executive Assistant to provide strategic administrative and operational support to the President & CEO. This highly visible role serves as a trusted partner to executive leadership, helping drive organizational effectiveness, managing key priorities, and ensuring the smooth operation of the executive office.

The ideal candidate is a skilled communicator with exceptional judgment, discretion, and attention to detail. They thrive in a fast-paced environment, anticipate needs before they arise, and build strong relationships with internal and external stakeholders.

Why Join Visit Baltimore?

As Baltimore's official destination marketing organization, our mission is to promote, sell and encourage visitation to drive economic impact for the city and its residents. We craft and communicate the Baltimore narrative, advance the tourism and hospitality industry and support community.

Values: Our day-to-day behaviors are the foundation of our workplace culture. Because of this, all our actions must come from a place of respect for ourselves, our colleagues, our customers, our community and our stakeholders. Grounded in a foundation of respect, we embrace the following values as the principal pillars of our culture:

• Practice Mindfulness
• Ensure Collaboration
• Exemplify Adaptability
• Celebrate Diversity

Ignite Innovation

As Executive Assistant to the President & CEO, you'll play a key role in supporting organizational leadership and helping advance initiatives that benefit the city's tourism industry, businesses, and communities.

Essential Duties and Responsibilities

Executive Office Management

• Manage the daily activities, priorities, and schedule of the President & CEO, ensuring time is allocated effectively and strategically.
• Maintain a high level of confidentiality regarding executive office communications, documents, and sensitive information.
• Screen incoming calls, correspondence, and requests, responding independently when appropriate and routing inquiries as needed.
• Prioritize incoming mail and communications, summarize key information, and facilitate timely follow-up.
• Leverage technology platforms and digital tools to improve executive office efficiency, communication, scheduling, and workflow management.
• Assist the President & CEO with preparing and managing virtual presentations and executive communications using modern collaboration and presentation platforms.
• Serve as a resource for troubleshooting and coordinating technology needs related to executive meetings, presentations and stakeholder engagements.

Calendar, Travel, and Meeting Coordination

• Coordinate and manage complex calendars, meetings, events, and appointments using Microsoft Outlook.
• Prepare meeting materials, agendas, background information, itineraries, and briefing documents to support executive decision-making.
• Arrange comprehensive travel logistics, including registrations, transportation, accommodations, client engagements, and itineraries.
• Prepare and submit expense reports accurately and in a timely manner.

Board of Directors Administration and Leadership Support

• Collaborate with the Mayor's office on board member appointment requests.
• Develop and manage digital board materials, online meeting platforms, electronic document distribution, and board portals to ensure efficient and professional governance processes. Set up board orientations, develop agendas, and prepare presentation decks for committee and full board meetings.
• Coordinate, schedule, and attend Leadership Team meetings, Key Stakeholder meetings, and other executive-level meetings; prepare meeting notes and action items.
• Coordinate and execute all aspects of quarterly District Management Committee and General Managers' meetings.
• Prepare agendas, notices, minutes, resolutions, and supporting materials for internal corporate meetings.
• Support leadership projects and initiatives as directed by the President & CEO.

Stakeholder and Relationship Management

• Serve as a liaison between the President & CEO and Visit Baltimore staff, Board members, elected officials, community leaders, clients, and industry partners.
• Work closely with Government Affairs and Communications teams to manage communications and requests involving the Mayor's Office and other government stakeholders.
• Maintain accurate contact databases and executive records within Outlook, CRM, and other systems.

Event and Operational Support

• Coordinate executive office events, meetings, conferences, and special programs, including logistics, facilities, catering, invitations, speakers, and budgets.
• Assist with special event correspondence, meeting coordination and scheduling for large scale events, such as CIAA.
• Prepare boardrooms and meeting spaces for executive and board meetings.
• Maintain executive office databases,…